Transcribing Sources

Transcribed records are very important to genealogists. We have
access to literally millions of images of records on-line. But we still
depend on transcription to effectively search for and share records.
However, when we transcribe, it's helpful to do so with some uniformity
and guidelines. Hence these templates and rules that I have developed
for myself. I hope they are helpful to you as well. Please send me
comments.

Transcription Templates

Over time, I have developed some guidelines and styles for
transcription (listed below). However, I have found that usually I just
need to use one of several templates for transcription for common
sources and add them to the the "Actual Text" fields of genealogical
programs. Sample templates are attached at the end of the page to access the samples. These sample are formatted for easy reading online. I don't recommend
using them for transcription. Instead download all of them in the zip
file. These will work better for you and include US Census from 1840 to 1930, SSDI, WWI Draft Cards (Types A, B, C), WWI Army Enlistment Records, and several other Texas and Oklahoma records types.

Here is what the SSDI record transcription template looks like. It is simply a list of the fields you can expect to find. It's ready for you to fill in the data that you read from the record:

Note that the sample files above have line breaks in them to help
display the text file as provided. I don't (intentionally) include line
fields (except where I want a blank line) in the zipped files or the
files that I actually use because my genealogical program and text
editor does word wrapping to fit the screen or printed page. Location
of the line breaks changes as you enter in more information.

I am happy to upload other transcriptions templates as they are sent to me.

Examples of How to Use Templates I use these
templates by first opening up one of the templates from a directory
with "notepad++" in a small window in front of my big window showing
the document to transcribe (asuming I'm working with an electronic
image or scan). Then I move from field to field carefully examinging
the soruce document. When I'm done, I copy the whole thing into the
"actual text" section of the citation in my genealogy database program
(PAFWIZ). I also attach the image of the citation, and then start
copying the source to as many places in my database as needs the
citation, filling in extracted data along the way.

Here is a
simple example of a SSDI record. I have included two templates since
difference on-line sources of the SSDI provide different fields.

This text above is just how the source will show up in reports if you use annotated reports with actual text of sources.

The
census templates are a bit more complex in that they have several lines
in them for people. I transcribe my census records in family groups to
keep the vital information in context. The first person line in the
census template has the fields that were typically found for that year
filled in for the head of household. (This varies from record to record
so you have to be flexible in transcribing.) The second group of lines
is typical for a wife. The third group of lines is typical for a child.
You will want to cut and past as needed. It is often helpful to fill in
the data common to the children before copying.

Below is an
example of a census record transcribed with the template. This comes
directly from my PAFWIZ Citation field "Actual Text:"

My Transcription Guidelines

I have developed the following transcription style and templates for
my genealogical work. I have searched for standards on transcription
without finding any. Perhaps you can let me know of those you may find.

It is tempting to skip data that isn't interesting to you. This is OK to a point, but always transcribe information about all siblings from a source equally, even if you're not interested in some of them. (This is the golden rule of genealogy -- do for others as you would have them do for us. This single thing will return great dividends to you when a cousin with better sources than you contacts you because they found your transcription!)

Always transcribe the document title, dates, witnesses, and all other information needed to understand the historical context of the document. Don't just transcribe the information you're after without the historical context.

Indicate any seals, signatures, etc. These are very important parts of the historical context. (See more later in styles for my suggestion on how to do this.)

Transcribe faithfully... errors, misspellings, and all. Don't fix names, dates, etc. That's something you'll do and explain in your database but no in the transcription. The transcription is forever... you'll likely change your mind about what data is right or wrong over the course of your research.

Make all editorial comments in a way that it easy to tell it's your's and not from the document. Keep these to a minimum . It is sometimes useful to transcribe information that was struck out or added. It is often useful to indicate that something was very difficult to make out. It is useful to indicate that a word is cut off by a missing or blocked portion. (See more later in styles for my suggestion on how to do this.)

Write the transcription in such a way that it will survive being converted to GEDCOM, uploaded, downloaded, and imported again. Don't use special typefaces, special symbols, column alignment, etc. (See more in styles for my suggestion on how to do this.)

Many documents we transcribe are forms or tables with some fields left blank. Don't transcribe the blank fields unless it is especially important to indicate it is blank. (See more in styles for my suggestion on how to do this.)

My Transcription Style

I have developed the following "style" in transcription and tried to
follow it in my templates. Other styles will suffice. These are not
critical items, especially if you follow the guideline and always
attach original source to transcriptions.

I use [] to indicate preprinted form information, like [Name] [Date] etc.

I repeat table headings for each extracted line of a table like a census. Therefore there is no dependence on alignment or on other lines of the transcription that might get lost.

I don't put anything in my transcription (heading or "blank") for information that is blank in a form or table. Occasionally I make exceptions, adding an editorial explanation such as "[Father's Birthplace] {left blank}".

As in the above example, I use {} to indicate editorial remarks, like {marked through} {hard to read} {rest missing because of page tear} {signed} {sealed with date} etc. I have also used parenthesis in some transcriptions but I think {} is much better because this is not used in many documents at all.